eLearning Translation and Localisation

At 4pt, we often work with clients to adapt their eLearning content for different audiences. Localising materials ensures they are culturally appropriate and accessible, helping to create a better learning experience for everyone.

Most of our clients begin by developing an English master version of their content. Once this is complete, they move on to translating it into the necessary languages.

In this post, we’ll explore the different approaches to managing an eLearning localisation project.

PowerPoint Masters

In our experience, most eLearning storyboards are created in PowerPoint. Once the English versions of these PowerPoint files are ready, we share them with a specialist translation company. Each vendor has its own process for translating the content, ensuring the text is adapted accurately for the target audience.

When the translated files are returned, we review the screen layouts and make adjustments to fix any issues caused by the translation process. For instance, translating from English to German often results in significantly longer words. This can disrupt the layout, requiring time and effort to correct.

The simplest way to avoid text overflow issues is to design the original English master with plenty of space to accommodate longer translations. However, it’s not always that straightforward. Some screens contain a lot of essential content that is specific to different localities that designers are often unaware of at the time of designing the master file. This means that any layout challenges will need to be addressed in the translated versions.

XLIFF Efficiency

eLearning authoring tools such as Articulate Storyline, Rise 360 and Evolve have the ability to export something called an XLIFF file.

An XLIFF file is like a “translator’s workbook” for software and website texts.

Imagine you’re translating an eLearning module into different languages. The eLearn has all kinds of little bits of text—like buttons, menus, and messages. Instead of manually searching for and changing every piece of text, the authoring tool puts all the text into an XLIFF file.

• What’s in it? The XLIFF file contains the original text (like in English) and a space for the translated text (like in Spanish or French).
• Why is it helpful? It keeps everything neat and structured so translators can easily work without breaking the app’s functionality.
• What does it look like? It’s a type of XML file (a format for organising information), so it’s readable by translation tools that help automate or streamline the process.

In short, it’s a file format that makes translating eLearning easy and efficient! It’s worth noting that using XLIFF files doesn’t eliminate the need to manually check your screens for the layout issues mentioned above.

While XLIFF files offer significant advantages, we don’t always have the opportunity to use them. Moving directly to the XLIFF translation stage eliminates the need for a translated PowerPoint, streamlining the process. However, it’s often considered good practice to maintain a PowerPoint master for each language version, even though it may take more time. Many clients find this approach beneficial for several reasons.

For one, having a PowerPoint master allows stakeholders to collaborate easily on a single document, whether during the initial review phase or later when updates are required. Additionally, maintaining static copies of eLearning courses is crucial in industries where compliance is a top priority. For example, Pharma and Life Sciences organisations often need to submit content for legal and medical reviews. The systems used for these reviews are typically not designed to handle programmed eLearning files, making static formats essential.

XLIFF Editing Environment in MemoQ – English to Spanish

Word Instead of XLIFF

If XLIFF isn’t the preferred option, both Articulate Storyline and Adobe Captivate offer an alternative: they can export a Word document for translation. The principle is similar—one column displays the existing course content, while another is used for updates or translations.

This approach is largely manual but works well for teams looking to handle translations in-house without relying on specialist XLIFF editing tools. However, it does come with challenges. We’ve encountered cases where changes to the Word document’s formatting disrupted the eLearning course layout when the file was reimported, requiring additional adjustments to fix.

Storyline 360 Word Translation Document – English to Italian

AI Translations

A middle-ground approach is emerging, with AI systems now able to translate PowerPoint storyboards into almost any language in minutes. While this is impressive, I’d emphasise the importance of having a local expert thoroughly review the translated content for accuracy before moving from the PowerPoint stage to programming. Of course, this step should be part of any translation process.

The success of AI translations often hinges on client expectations. Clients who choose AI-driven tools themselves tend to be more accepting of imperfections, understanding that while the output may not be flawless, it accelerates the path to a near-final product. In contrast, stakeholders who have AI translations imposed on them by others may be less forgiving, expecting perfection and pushing back on any errors or awkward phrasing.

It’s worth remembering that translation—whether done manually or with AI—involves a degree of subjectivity. Organisations that move through the localisation process efficiently often have stakeholders who focus on the bigger picture. They recognise that as long as the content is accurate and the tone is appropriate, debating the inclusion of every word offers little added value.

Summary

Each localisation approach has its own advantages, and the best choice depends on the resources available—both time and budget. Using XLIFF files is an efficient option for many, but maintaining translated PowerPoint masters can offer greater flexibility and collaboration opportunities, particularly in industries where compliance is critical.

Alternatives like Word exports from tools like Articulate Storyline or Adobe Captivate are useful for in-house teams without access to specialist software, though they require careful management to avoid formatting issues. Emerging AI-powered translation tools provide a faster option, but their success often depends on setting realistic expectations and incorporating thorough human review.

Ultimately, the right approach will balance accuracy, efficiency, and the needs of stakeholders, focusing on the bigger picture rather than perfecting every detail.

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